Executive Operations Assistant

Job Description

Job Description

POSITION SUMMARY

Spaceworx Inc. is seeking a highly organized and detail-oriented Executive Operations Assistant to support the CEO, VP of Sales, and overall business operations. This position plays a critical role in maintaining organizational systems, supporting sales activities, managing CRM and ERP data, documenting company procedures, coordinating meetings, and assisting with government proposal and administrative processes.

The ideal candidate is technologically proficient, highly organized, capable of managing multiple priorities, and comfortable working within Odoo ERP and CRM systems to ensure accurate and timely information is maintained throughout the organization.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Executive Support
• Provide administrative support to the CEO and VP of Sales.
• Coordinate calendars, meetings, and internal communications.
• Prepare meeting agendas, record meeting notes, distribute action items, and track follow-up activities.
• Assist with special projects and company initiatives.

ERP & Business Systems Administration
• Maintain and update company records within Odoo ERP.
• Assist with data entry, record organization, and workflow management.
• Support the development and implementation of operational procedures within the ERP system.
• Help ensure data accuracy and consistency across departments.

SOP Documentation & Process Improvement
• Assist management in creating, documenting, organizing, and maintaining Standard Operating Procedures (SOPs).
• Maintain company process documentation and operational manuals.
• Help identify opportunities to improve workflows and operational efficiency.

CRM & Sales Support
• Maintain accurate prospect and customer records within the CRM system.
• Update contact information, communications, notes, and opportunity status.
• Assist in monitoring sales opportunities and pipeline progression.
• Generate weekly sales activity reports and dashboard summaries.
• Support the VP of Sales in maintaining accurate forecasting and opportunity tracking.
• Assist with customer follow-up activities and administrative sales support tasks.

Government Contracting & Proposal Support
• Assist with preparation and submission of government bid documents and proposal packages.
• Complete forms, gather supporting documentation, and maintain proposal records.
• Coordinate document collection from internal departments as required.
• Maintain proposal schedules and submission deadlines.

Administrative Support
• Prepare reports, spreadsheets, presentations, and correspondence.
• Organize electronic files and company documentation.
• Assist with vendor forms, customer forms, and other business documentation.
• Perform additional administrative and operational support duties as assigned.

Requirements

QUALIFICATIONS

• Associate's degree preferred; equivalent experience considered.
• Minimum 2 years of administrative, operations support, sales support, or executive assistant experience.
• Experience with ERP or CRM systems required; Odoo experience strongly preferred.
• Strong proficiency in Google / Microsoft applications
• Excellent organizational, communication, and time-management skills.
• Strong attention to detail and ability to maintain confidentiality.
• Ability to manage multiple projects and priorities simultaneously.

KEY ATTRIBUTES

• Highly organized and process-oriented.
• Detail-focused and accurate.
• Professional and dependable.
• Self-motivated and proactive. A "can do " attitude/
• Comfortable learning new systems and technologies.
• Strong follow-through and accountability.

Benefits

WHY JOIN SPACEWORX?

At Spaceworx, we are building more than modular units —we are building a team of talented individuals who enjoy working together, supporting one another, and contributing to a growing American manufacturing company. We offer a professional, family-oriented work environment where employees can grow their careers while making a meaningful impact.

Benefits & Perks

• Health Reimbursement Arrangement (HRA) to help offset eligible healthcare expenses.
• Paid Time Off (PTO) for vacation, personal, and sick leave.
• Paid Company Holidays.
• Performance-based incentives and team bonus opportunities.
• Professional development and career growth opportunities.
• Free on-site parking.
• Modern, inspiring office and showroom environment.
• Family-friendly workplace culture.
• Accommodations and dedicated facilities for nursing and lactating mothers.
• Employee recognition programs, including birthday celebrations and team appreciation events.

Convenient Location

• Located in Laurel, Maryland.
• Easy access to Interstate 95, Route 1, Route 198, and the Baltimore-Washington Parkway.
• Centrally located between Washington, D.C. and Baltimore.

Our Culture

• Collaborative, supportive, and respectful work environment.
• Safe workplace focused on employee well-being.
• Opportunity to work directly with company leadership and contribute to company growth.
• Team-oriented atmosphere where ideas and initiative are valued.
• Pride in designing and manufacturing innovative products that improve workplaces across the country.
• A growing company where motivated employees can expand their responsibilities and advance their careers.